Operations

Get to Know the 2017 Leading Fleets

The Leading Fleets and Notable Fleets awards recipients gathered for a photo at the Government Fleet Expo and Conference (GFX) on June 13. Photo: Natalia King

The Leading Fleets awards program recognizes public sector fleet organizations for their leadership, efficiency, ability to successfully overcome challenges, and vision for the future.

Applicants are judged on their organizations’ leadership within the operation, with customers, within the local community, and within the fleet community; how they ensure competitiveness and efficiency; how they address and overcome their major challenges; and how they are working toward future goals.

Fleets submit online applications between January and March of each year. The award is co-produced with the American Public Works Association and is sponsored by Ford.

We thank this year’s judges for dedicating many hours to review applications and lend their expertise to the industry:

No. 1 Small Fleet (499 or Fewer Assets): Dakota County, MN

With 280 units, the Dakota County fleet was named the No. 1 Small Fleet for 2017. The team exhibits leadership by establishing lines of communication and trust with user departments, actively participating in associations, and ensuring staff members have an opportunity to share ideas.

“Fleet management is not just about vehicles and equipment. It is about understanding the needs of the user groups, management, and elected officials then working to establish trust, accountability, and professionalism,” said Kevin Schlangen, CAFM, CEM, CPFP, fleet manager.

Current initiatives include a pilot program testing the return on investment of the XL Hybrid system on two full-size vans; a pilot of the Derive Efficiency vehicle calibration system on 11 units within the Sheriff’s Office and Transportation Department; and a $23 million maintenance facility upgrade over the next few years.

Photo courtesy of Dakota County

No. 1 Mid-Size Fleet (500-999 Assets): City of Greenville, SC

The City of Greenville’s fleet consists of 731 units. It exhibits leadership by providing incentive pay for technician certifications, tuition reimbursement, and paid training; having a fleet oversight committee to provide a sounding board for customers; and being involved in fleet and public works organizations as well as implementing cost-­cutting and efficiency-improving processes that have resulted in enhanced levels of service.

Its current initiatives include creating a line of training videos for drivers, with technicians and support staff writing scripts, producing, and starring in the educational videos. The project is a team-building opportunity and will showcase the fleet’s preventive maintenance (PM) program as well as stress the importance of driver commitment and buy-in to daily maintenance, said Scott McIver, CPFP, fleet manager.

The fleet’s motto is “Contendunt Excellentiam” — Latin for “Strive for Excellence.”

Photo courtesy of City of Greenville

No. 1 Large Fleet (1,000 or More Assets): San Bernardino County, CA

With 6,073 units, San Bernardino County is the No. 1 large fleet — it’s also the No. 1 overall fleet. Click here to learn more about this operation

3. City of Fort Wayne, INContact: Larry Campbell, CPFPUnits: 1,481 On-Road; 820 Off-RoadStaff: 29 Maintenance Facilities: 2 Overcoming Challenges: Fleet breaks out vehicle availability and turnaround by class code for each user department to show that it tries to meet the same standards for each department. When fleet found that this was not consistent across departments, ­management looked at direct repair time on work orders to reassign technicians to groups that needed more help.

4. City of Fort Worth, TXContact: Chris Means, CAFMUnits: 2,917 On-Road; 947 Off-RoadStaff: 114Maintenance Facilities: 3 Overcoming Challenges: The fleet lost its ASE Blue Seal of Excellence in 2016. To re-earn it, management updated diagnostic equipment and reference systems, updated training programs, began paying for certifications and testing for technicians, and changed hiring criteria to prioritize those with certifications. It re-earned the Blue Seal the same year.

6. Cobb County, GAContact: Al CurtisUnits: 2,032 On-Road; 480 Off-Road Staff: 34 Maintenance Facilities: 3 Overcoming Challenges: To change the culture within fleet, management created a task force with a diverse mix of employees to evaluate processes and find improvements. The process allowed employees to interact at regular intervals; share experiences, challenges, and solutions; build a common understanding; and support each other.

7. Sacramento County, CAContact: Keith Leech Sr.Units: 2,517 On-Road; 110 Off-Road Staff: 100Maintenance Facilities: 11Overcoming Challenges: A catastrophic failure during a fleet system upgrade several years ago still presented challenges in 2016. Fleet management continues to work on this challenge with a full-time system administrator and by working with supervisors and other staff to revise vehicle maintenance codes to generate accurate and meaningful data.

9. Manatee County, FLContact: Michael Brennan, CEMUnits: 1,029 On-Road; 341 Off-RoadStaff: 39 Maintenance Facilities: 4 Overcoming Challenges: The fleet has been challenged with continuing its core fleet management functions as well as technological, safety, and facility advancements critical for future efficiency as it completes the construction of a new regional facility. The team commenced full operations at the new facility, moving 12 team members and all required supplies and equipment in a single day.

10. City of Long Beach, CAContact: Dan Berlenbach, CPFPUnits: 1,674 On-Road; 157 Off-RoadStaff: 115Maintenance Facilities: 7 Overcoming Challenges: Fleet was challenged with major upgrades to two of its most critical systems — fuel management and fleet management. These projects required significant business process review, data cleanup, and training, but the results are increased efficiency, data-­driven decision-making, and improved customer service.

11. City of Greenville, SCContact: Scott McIver, CPFPUnits: 670 On-Road; 61 Off-RoadStaff: 15 Maintenance Facilities: 1 Overcoming Challenges: Fleet management wanted to right-size, modernize vehicles, and obtain replacement funding. Fleet identified underutilized vehicles, determined which vehicles could be used for multiple purposes to reduce fleet size, and developed a replacement program based on years of service for each equipment type — the program was approved for funding.

12. City of Bellevue, WAContact: Fleet TeamUnits: 625 On-Road; 305 Off-RoadStaff: 23 Maintenance Facilities: 1 Overcoming Challenges: After learning of exposed shortcomings in the fleet’s report writing and how staff gathered and retained information, the team identified the gaps and developed new business practices that allow for more accurate and timely data gathering.

13. City of Fort Collins, COContact: Tracy Ochsner, CEM, CFM, FMPUnits: 957 On-Road; 485 Off-RoadStaff: 38 Maintenance Facilities: 4 Overcoming Challenges: Inadequate staffing was making it difficult for the fleet to keep up with increased maintenance demands. Management conducted a vehicle equivalency unit (VEU) study to add two technician positions and created a process for drivers to have their oil changes performed at private shops for the “A” preventive maintenance service.

16. City of Dublin, OHContact: Darryl Syler Units: 243 On-Road; 23 Off-RoadStaff: 9 Maintenance Facilities: 1 Overcoming Challenges: In order to fully utilize snow plow trucks in the offseason, fleet worked with the user department to spec for a multi-use, or swap loader, vehicle. This lets operators change beds and increase utilization and will also allow the fleet to reduce the number of vehicles.

16. Indianapolis DPW/Fleet Services, INContact: Ronnie RhotonUnits: 3,513 On-Road; 982 Off-RoadStaff: 110Maintenance Facilities: 3 Overcoming Challenges: A 2012 executive order mandated either electric or plug-in hybrid vehicles for the city’s non-police fleet. Fleet management continues to work to dispose of older vehicles and cascade in the newer plug-in vehicles, coordinate charging, and work with a college to provide training for technical maintenance staff.

18. New York City Fleet, NYContact: Keith KermanUnits: 24,614 On-Road; 4,760 Off-Road Staff: 1,740Maintenance Facilities: 40Overcoming Challenges: To implement the mayor’s challenge of creating the nation’s largest electric vehicle fleet, NYC Fleet and Procurement bid and registered contracts for vehicles, Class 2 and 3 chargers, and solar carports. Fleet also initiated efforts to expand charging as part of building leases and at parking lots.

19. City of Beverly Hills, CAContact: Craig CrowderUnits: 285 On-Road; 133 Off-RoadStaff: 11 Maintenance Facilities: 2 Overcoming Challenges: The fleet had to purchase, upfit, and put into service more than 60 replacement vehicles and equipment. Fleet staff worked with user divisions to identify and spec vehicles, worked with Finance and City Council for funding, ordered vehicles through piggybacking or cooperative purchasing agreements, supervised vehicle upfitting, and coordinated surplus sales.

20. Eugene Water & Electric Board, ORContact: Gary Lentsch, CAFMUnits: 223 On-Road; 53 Off-RoadStaff: 11 Maintenance Facilities: 1 Overcoming Challenges: When the organization decided to go with a different asset management system, fleet convinced management to keep its current fleet software intact to maintain 20+ years of clean vehicle data. Staff worked to renumber all its vehicles and vehicle files to build interfaces with the organization’s new system — all without service interruptions.

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The remaining fleets are listed in alphabetical order. There are 31 listed due to a tie:

Boston Public Works, MAContact: William Coughlin Units: 1,167 On-RoadStaff: 44Maintenance Facilities: 1Overcoming Challenges: Staff set out to follow the mayor’s climate action plan and expand its liquefied petroleum gas (LPG) fleet. To meet a May 2017 completion goal, technicians received training and certifications to do the LPG upfits themselves, keeping costs low, meeting the timeline, and completing upfits for three additional vehicles.

City of Charlotte, NCContact: Chris TrullUnits: 4,364 On-Road; 2,575 Off-RoadStaff: 119Maintenance Facilities: 5Overcoming Challenges: Fleet staff continues to focus on standardizing equipment, focusing on Class 7 and 8 heavy-duty trucks for the past year. With direction from the Fleet Management Advisory Team and data from the fleet software, staff has been able to standardize these classes to maintain appropriate parts stock and focus on training.

City of Chesapeake, VAContact: George Hrichak, CEM, CPFP Units: 1,459 On-Road; 95 Off-RoadStaff: 37Maintenance Facilities: 1Overcoming Challenges: Losing experienced technicians to promotions in the city and elsewhere hurt fleet productivity. After trying out two methods that didn’t help with recruitment, fleet is looking into an apprenticeship program with a community college while outsourcing some work to keep up with repairs. Staff will continue with its recruiting methods to fill vacancies.

City of Conroe, TXContact: Erik MetzgerUnits: 523 On-Road; 110 Off-RoadStaff: 8 Maintenance Facilities: 1Overcoming Challenges: Fleet staff worked to streamline operations and completed projects such as: e-mailing customers when vehicles are ready; installing oil drain valves on police units to save technician time and reduce spills; sampling oil to justify a longer service interval; and building a station for diesel exhaust fluid (DEF).

City of Denton, TXContact: Terry KaderUnits: 765 On-Road; 217 Off-RoadStaff: 22Maintenance Facilities: 1Overcoming Challenges: The fleet had to overcome the loss of a long-term budget analyst and a 25-year fleet administrator. Responsibilities and work processes for both positions were evaluated and redefined. The succession plan currently in place allowed the positions to be filled internally, and one position was eliminated due to redefined work processes and better use of technology.

City of Durham, NCContact: Joseph ClarkUnits: 1,483 On-Road; 270 Off-Road Staff: 44Maintenance Facilities: 3Overcoming Challenges: Fleet struggled with upfitting police vehicles in a timely manner. After conducting an extensive review, staff determined that outsourcing and equipping pursuit vehicles at the OEM level would save the department weeks of wait time and 600+ labor hours annually. This is now being done for most police vehicles.

City of Fairfield, CAContact: David Renschler, CPFPUnits: 230 On-Road; 125 Off-RoadStaff: 15Maintenance Facilities: 1Overcoming Challenges: Fleet staff set out to implement renewable diesel use, getting executive management buy-in and ­approval to put out a bid and execute a contract. Fleet’s goal of using the fuel is to displace more than 420,000 gallons of petroleum diesel and reduce greenhouse gas emissions.

City of Houston, TXContact: Victor AyresUnits: 10,587 On-Road; 1,365 Off-RoadStaff: 353Maintenance Facilities: 25Overcoming Challenges: To solve the vehicle replacement challenge for its light-duty fleet, fleet created a shared motor pool and expanded it from eight locations to 12. Better management and use of telematics led to a 50% increase in motor pool utilization, allowing the fleet to eliminate 88 older vehicles and another 75 vehicles from planned purchases.

City of Kitchener, Ontario, CanadaContact: Don Miller, CPFP, CMM IIIUnits: 442 On-Road; 404 Off-RoadStaff: 38 Maintenance Facilities: 1 Overcoming Challenges: Fleet created a new process to wash, fuel, and inspect air brakes for vehicles and specialty equipment to increase availability and uptime. This became a full-time position that resulted in transfers to and from other operating areas due to the base qualifications. Staff worked with operators, union executives, and labor relations to resolve the problem.

City of Milwaukee, WIContact: Jeffrey Tews, CPFP Units: 2,576 On-Road; 505 Off-Road Staff: 203 Maintenance Facilities: 5 Overcoming Challenges: Fleet deploys up to 385 personnel during snow events. A new automated call-out system uses imported data to make 90 simultaneous calls each minute until all needed drivers are reached. The outcome is that 99% of all assignments are confirmed within an average of 12 minutes.

City of Moline, ILContact: David MallumUnits: 175 On-Road; 219 Off-RoadStaff: 11 Maintenance Facilities: 1 Overcoming Challenges: In incorporating more compressed natural gas (CNG) fueled units into the fleet, management wanted to address concerns such as running out of fuel on the road and limited visibility due to fuel cell mounting locations. Staff obtained an emergency fuel transfer line and installed dual rear-view cameras for improved visibility.

City of Oakland, CAContact: Richard Battersby, CAFM, CPFPUnits: 1,200 On-Road; 500 Off-Road Staff: 54 Maintenance Facilities: 2 Overcoming Challenges: The fleet needed to replace departing staff with quality hires, while being mindful of internal staff members not yet ready for promotion. Exacerbated by external changes, it took up to two years to fill some positions. Despite working with a high vacancy rate on the shop floor, staff members were able to work through the challenge.

City of Orange, CAContact: Keith Marian Units: 388 On-Road; 32 Off-Road Staff: 9 Maintenance Facilities: 1 Overcoming Challenges: The fleet implemented a new fuel management system at two main and five satellite fuel stations. This included writing operating procedures, training staff, installing fuel modules on more than 300 vehicles, and troubleshooting. Staff implemented the project on time and within budget while maintaining high productivity.

City of Raleigh, NCContact: Travis BrownUnits: 1,969 On-Road; 629 Off-RoadStaff: 77Maintenance Facilities: 3Overcoming Challenges: Fleet set out to achieve the city’s goal of reducing greenhouse gas emissions by developing alternative fueling station infrastructure, replacing 10% of eligible vehicles with alt-fuel vehicles, and educating user departments about the new vehicles assigned to them.

City of Tempe, AZContact: Kevin Devery, CPMUnits: 806 On-Road; 262 Off-Road Staff: 30 Maintenance Facilities: 2 Overcoming Challenges: Staff worked on a fleet reduction initiative, working with customer department supervisors and managers to identify units and reach compromises such as increasing motor pool use and sharing vehicles. A 15-unit reduction resulted in $150,000 in annual capital savings as well as reduced operating and fuel costs.

County of Riverside Purchasing & Fleet, CAContact: Lisa BrandlUnits: 4,300 On-RoadStaff: 57 Maintenance Facilities: 7 Overcoming Challenges: Fleet was given two conflicting mandates: fully recover costs as an internal service fund and hold rates flat. Staff did so without service impacts to customers through an aggressive replacement policy that modernized the fleet for less required maintenance and repair and by freezing two vacant positions.

County of San Diego, CAContact: John ManringUnits: 3,660 On-Road; 490 Off-Road Staff: 66 Maintenance Facilities: 8 Overcoming Challenges: Fleet was challenged with replacing a ’60s-era maintenance facility while planning for alternative fuels and maintaining service levels. Staff shifted maintenance to remote facilities to minimize client impact and worked with the project manager and design team on the modernized facility.

County of Sonoma, CAContact: David WorthingtonUnits: 1,168 On-Road; 174 Off-Road Staff: 23 Maintenance Facilities: 2 Overcoming Challenges: Fleet moved into a new light equipment maintenance facility only 15 months after the design process began. It was $2.6 million below the budget estimate and included a remote motor pool, potential future expansion including a rooftop solar array, and a LEED Gold building sustainability certification.

Denver International Airport, COContact: Jeff BootonUnits: 616 On-Road; 342 Off-RoadStaff: 74 Maintenance Facilities: 1 Overcoming Challenges: Fleet needed to complete the second phase of its GPS/telematics system installation — installing sensors to determine if a vehicle’s plow was up or down. Sensors didn’t work correctly and with little vendor support, fleet staff began testing a variety of sensors to find a solution. Staff identified usable sensors and resolved the problem ahead of snow season.

Fairfax County, VAContact: Mark MoffattUnits: 5,302 On-Road; 600 Off-Road Staff: 260Maintenance Facilities: 4 Overcoming Challenges: One customer failed to adhere to the preventive maintenance (PM) schedule, which was noticed days before the busiest season. Fleet staff dedicated holidays and weekends to accommodate the workload, successfully completing the work without impacting other customers. Fleet is working with the user department on a reasonable PM schedule.

Forest Preserve District of DuPage County, ILContact: Michael Webster, CAFMUnits: 195 On-Road; 420 Off-RoadStaff: 16 Maintenance Facilities: 4 Overcoming Challenges: Fleet’s challenge was maintaining consistency between all facilities. To do this, management held more leadership meetings at headquarters to get everyone on the same page. Great ideas came out of the meetings, and every foreman came away with the same message and procedures to implement at their shops.

Hillsborough County, FLContact: Robert Stine Jr., CAFM, CPFPUnits: 2,400 On-Road; 1,100 Off-RoadStaff: 58 Maintenance Facilities: 4 Overcoming Challenges: During a county restructuring, fleet transferred eight positions to a new department; when it was disbanded, only four came back. Fleet worked with Human Resources for priority recruitment on unfilled positions, met with departments that gained those positions fleet had lost to prioritize actions, and eliminated staff support processes with no added value.

Orange County, FLContact: Bryan LucasUnits: 1,929 On-Road; 1,743 Off-Road Staff: 66 Maintenance Facilities: 2 Overcoming Challenges: To combat the challenge of filling vacant positions, fleet has maintained a close relationship with the local trade schools, continued to improve and modernize the work environment, updated technical job descriptions, and worked on expanding the existing incentive pay program for certifications. These changes have so far been successful.